From Checklist to a card and back and forth with sync on the status

[Sean Kang]

Hi,

I have bunch of projects with multiple to-do's arising from each project.

I enjoy check-list function with due date. 

I can't find any power-up or automation to create a card with same title from check-list item so i can move them temporarily on my To-do list, and move them back into checklist once it's done.

For example, 

In my Project List "List", there will be Project A "Card". In this Project A "Card" there is To-do 1,2,3,4,5 each with due date set.

I'm writing Daily To-do and Done, today i created To-do OCT16_2024 "List". What i want is to move the To-do1 from Project A "Card" to To-do OCT16_2024 "List" as a card and move it back to Project A "Card" once it's done.

It doesn't need to move, if a card can be created with same title (ideally) with due date when i enter checklist in a card, it will be great. 

If this is not possible, then please let me know if this is possible in Jira?

[Brittany Joiner · Accepted solution]

@Sean Kang hey Sean! you can do this with automation. I'm sure Jira is the same, where it's possible but with automation, although I'm not for sure. 

I don't think I've actually made an exact video about this use case yet, but it would be a good idea because I think a lot of people want to do it. 

In the meantime, here are the automation rules I use to do it. Let me know if you need me to record a loom walking through it: 

How it looks: 

If I understand what you're trying to do, I think it's what I do in my main task tracking/planning board. I have a couple cards with categories of tasks (like projects) and then checklist items inside those which are individuals cards and tasks. Like this: 

So everytime I add an item to that checklist, it creates a card and links it to the checklist item. 

I've even got it set so when I complete one of those cards, it will find the checklist item in the original card and mark it as complicated.

How to build it: 

To make this work, you need to set up a couple automations.

I'll include screenshots of them here:

Note - you can omit the checklist name and choose "any checklist" and remove the label if you don't want to do that. I like to use that to keep track of what original checklist or goal an item is associated with. 

Let me know if this helps! I really should turn this into an article and a video!

[Sean Kang]

@Brittany Joiner It looks wonderful and i think it's exactly what i want!

I would greatly appreciate the video idea if it doesn't take up too much of your time.

I'm stuck following through your first screenshot.

"when an item is added to a checklist, covert the item to a linked card, add the darkblue "body label" to the card"

So i got the trigger done, but i can't find the action. :/

[Brittany Joiner]

@Sean Kang it's a sneaky one - those actions are in the Cascade section!!

Here's a loom: https://www.loom.com/share/04b8cc0ab3e14fd9aa6674b26de5722d

[Kelly Gabel]

This idea might be exactly what one my clients needs! I've set up the automations and they work perfectly, but I'm noticing that my linked cards aren't updating to show what list they are currently on...is there something I'm missing? 

[Kelly Gabel]

Nevermind! I just needed to refresh the page!

[Brittany Joiner]

@Kelly Gabel yeah ive noticed it sometimes takes a few minutes for it to catch up too. Glad it's working for you and might solve something for your client!

[Sean Kang]

@Brittany Joiner I'M IN TEARS. This has been a struggle for me for years as i tried to do this in excel :((((( I wish i high five, but i subbed to your youtube channel instead. YOU ARE AMAZING!

[Brittany Joiner]

@Sean Kang aww hearing stuff like this literally makes my day/week/month. So glad to hear that!! And thanks for the sub, that is PERFECT!

[Sean Kang]

@Brittany Joiner I was having a blast for a few weeks until i find myself a clutter of cards made from the checklist.

Will it be possible for the cards made from checklist to be archived/deleted or to be at least moved to my assigned folder?

I tried to do it myself and i guess it's not correct :/

Feel free to let me know if any additional explanation is needed

[Connie Nagele]

@Brittany Joiner I've been trying something similar and thought this might be the answer, but it seems that the convert the item to a linked card DOES NOT keep the due date, where as if you convert it inside the checklist it does keep the due date; I then have to move it to my queue list.

I want to convert a checklist item to a card with the due date and move it to a "list". I don't need the linking although that is pretty cool.

[Sean Kang]

@Brittany Joiner I would love this too if it's possible

[Brittany Joiner]

@Sean Kang and @Connie Nagele i don't think this one is actually possible because there are no butler/automation variables for {checklistitemduedate}. If there were, you could potentially set a custom field with that and then make an automation that sets the due date when the custom field is set. 

@Dreamsuite Mike and i have been requesting this feature for a while, so maybe it will come down the pike at some point. 

If you can flip your workflow to go from cards to checklist items, you can do the reverse i believe because you can reference a cards due date with {cardduedate}. So when you create a card (lets say you have a "master" card for each list in your board), you could then find the master card, and add a checklist item and set it's due date with an automation like this: 

[Dreamsuite Mike]

I'm wondering if we can do something with the API that is simple to use to get this information.